Project Coordinator

Job description

Why work with us: Competitive pay (based on experience) On-the-job training Company Expansion and growth opportunities Team-oriented work environment Consistent work year-round Great benefits + PTO package About the role: The Project Coordinator is the office-based connector between sales and production, owning the critical handoff that takes a contract from sold to scheduled to produced. This role exists to make sure nothing falls through the cracks — permits, measurements, materials, customer paperwork, and approvals are all tracked and completed on time so that Project Managers can stay focused on running their jobs in the field. Beyond project flow, the Project Coordinator is the heartbeat of the office, taking on general administrative duties, supporting customer service, and championing a workplace culture where every team member is proud to come to work each day. The ideal candidate is highly organized, proactive, warm, and thrives on bringing order to a fast-moving home improvement environment. What you'll do: Own the contract-to-production handoff: review every newly sold contract for completeness, accuracy, signatures, deposits, and required documentation before releasing to production. Track every job through every stage of the pipeline (sold, measure, permit, order, schedule, install, complete) and proactively flag any project at risk of falling behind. Schedule final measures, technical inspections, and pre-production walk-throughs; coordinate calendars between customers, sales reps, measure techs, and project managers. Submit and track building permits, HOA approvals, and any required municipal documentation; follow up with jurisdictions until approvals are secured. Place and track material orders with vendors and manufacturers; monitor lead times, confirm delivery dates, and resolve shortages or back-orders before they impact installs. Serve as a primary point of contact for customers between contract signing and install start; provide proactive status updates, set clear expectations, and answer questions promptly. Collect and process customer change orders, color/style selections, and financing or payment updates; ensure all changes are documented and communicated to the right teams. Free up Project Manager capacity by handling all administrative aspects of project setup so PMs can focus their time on field execution and crew management. Maintain accurate, up-to-date project files in the CRM/project management system; ensure every job has complete documentation, photos, signed contracts, and notes. Champion office culture by creating a warm, welcoming environment that reflects a great place to work; lead small touches like birthday recognition, team lunches, holiday celebrations, and appreciation moments. Maintain a clean, organized, and inviting office space, including common areas, conference rooms, and the front entry; keep the office stocked, tidy, and presentable for customers and team members alike. Handle daily mail and shipping: open and distribute incoming mail, process outgoing mail and packages, manage courier services, and route checks and important documents to the right people. Place and manage office supply orders, breakroom stock, kitchen items, and general operational orders; track spend and stay within budget. Schedule internal and external meetings, manage shared calendars, send invites and reminders, prepare meeting rooms, and organize agendas as requested. Greet walk-in customers and visitors, answer the main phone line, route calls appropriately, and deliver a professional, friendly first impression of the company. Provide customer service support: respond to customer calls and emails, resolve straightforward concerns, and escalate more complex issues to the Project Manager or Operations Manager. Coordinate post-install follow-up: confirm customer satisfaction, request reviews and referrals, and route warranty or service issues to the appropriate team. Partner with cross-functional teams (sales, install, service, finance) to ensure smooth communication and that no detail of any project is missed. Perform other duties and special projects as assigned to support the success of the office and operations team. What we are looking for: To effectively perform the duties for this position, individuals must be able to demonstrate competencies that are essential to the position, which include: High school diploma or equivalent required; associate’s or bachelor’s degree in business, construction management, or a related field preferred. The ability to work from our Dallas office Monday-Friday. 2+ years of project coordination, administrative, or operations support experience, preferably in home improvement, home services, construction, or a related field. Exceptional organizational skills with proven ability to manage many moving parts simultaneously without dropping details. Strong proficiency with CRM and project management platforms (e.g., Salesforce, MarketSharp, JobNimbus, improveit 360, Procore, or similar) and ability to learn new systems quickly. Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams) and comfortable with shared calendars, email management, and basic spreadsheets. Excellent written and verbal communication skills with the ability to interact warmly and professionally with customers, vendors, and team members at every level. Customer-first mindset with patience, empathy, and the ability to stay calm and solution-oriented when handling concerns or unexpected issues. Self-starter who takes initiative, anticipates needs, and follows through without being asked twice. Positive, upbeat personality with a genuine interest in creating an environment where people enjoy coming to work. Strong attention to detail when reviewing contracts, change orders, material orders, and project documentation. Familiarity with home improvement products, installation processes, and permitting workflows is highly preferred. Ability to handle confidential customer, project, and personnel information with discretion and integrity. Physical Requirements/Work Environment: Office-based role; primarily seated at a desk working on a computer and phone for extended periods. Must be able to sit, stand, walk, talk, hear, and use hands and fingers to operate a computer, keyboard, and telephone. Must be able to lift, carry, and move office supplies, mail, packages, and event materials up to 25 pounds occasionally. Vision abilities required include close vision and the ability to read computer screens, contracts, and printed documents. Standard office environment with moderate noise levels; occasional movement throughout the office to deliver mail, restock supplies, and coordinate culture activities. May require occasional extended hours during peak production periods, month-end, or office events. At Veridian Service Partners, we believe in putting people first—our team, our customers, and our communities. Backed by private equity and focused on growth through both organic expansion and acquisitions, we are building the most admired and profitable home services company in America’s top 50 markets. Veridian is more than just a name; it represents growth, integrity, and opportunity. We’re expanding across the outdoor services space with a commitment to quality, professionalism, and a culture rooted in respect and teamwork. Join us as we continue to grow, innovate, and make a lasting impact—one backyard at a time.